Administrative Coordinator

Requisition ID: 116203 Administrative Coordinator We are seeking an Administrative Coordinator will provide administrative financial support, including day-to-day problem solving, to a productive research institute and its director. This position will serve as first point of contact for faculty, students, staff, professional colleagues and visitors, and will act as liaison to internal and external organizations. The Administrative Coordinator will work closely with the Director and will report directly to the Sr. Administrative Manager to ensure smooth and efficient functioning for the unit. The position will exchange routine and non-routine information with individuals within and outside the institute and the university. The position requires discretion, judgment, organization, creativity, and excellent communication skills. The Administrative Coordinator must be willing and able to work independently, setting priorities and meeting deadlines. The position may perform duties of a sensitive and confidential nature. Specific Duties & Responsibilities Administrative Provide high-level administrative, clerical, and project support to the Director, Administrator, and Faculty of the center. Triage administrative requests via phone, email, or walk-in. Responds to inquiries independently. Manage Center Chair's calendar. Oversee scheduling of faculty meetings. Oversee center colloquies, seminars series, faculty, special seminars including travel logistics (domestic and foreign), catering needs, honorarium processing, conference room reservations, and reimbursements. Manage center Zoom account and virtual events. Perform administrative tasks as requested for faculty, staff, students and researchers including but not limited to locating information, correspondence, announcements, interacting with needed vendors for center events, scheduling, logistics for travel, and printing/scanning. Assist center administrator with staffing needs such as scheduling interviews, and new hire onboarding. Track and coordinate yearly faculty awards and nominations. Assist with data collection related to various periodic reports and surveys. Update and maintain center's website, email listserv, and social media sites. Assist with promotional and marketing materials for events and overall central activities. Develop presentations, reports, and surveys. Maintain calendars for center conference rooms and other events. Responsible for managing JHED access. Track and order supplies for center use. Events Manage Annual retreat, annual symposiums and other special event planning such as the Seminar Series, Chats, Special Lectures, retirement symposiums, etc. Plan and coordinate events within the center such as holiday parties and center contests and activities. Manage Annual student events including but not limited to conference room reservations, presentations, shuttle accommodations, hotel arrangements, travel logistics, meals and activities Research and acquire venues and catering for events and seminars including housing, hotel accommodations and travel for attendees/visiting faculty and students. Set up and maintain websites for various events and create flyers for announcements and distribution. Manage event registrations and attendees list. Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/break down, processing of expenses, reimbursements, travel planning and catering. Financial Responsible for advising faculty, staff, and students on the university and federal guidelines regarding travel and travel expenditures. Responsible for purchasing with the JHU Procurement Card and SAP Shopping Cart systems. Responsible for processing invoice payments, vendor setup in PaymentWorks, check requests, and Good Receipts. Provide support as a back-up for Pcard allocations and CTBC (travel card) allocations. Provide support as a Concur travel delegate for processing travel reimbursements. Process Travel/non-travel reimbursements, check requests, supplies/computer/software orders. Assist in reconciling non-sponsored accounts. Additional duties as assigned. Knowledge, Skills and Abilities Position requires exceptional oral and written communication skills, intelligence, creativity, judgment, attention to detail, and problem-solving skills. Qualified candidate must be friendly, team-oriented, and able to work effectively with faculty, staff, and students in a diverse environment. Minimum Qualifications High School Diploma or graduation equivalent. Three years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) Employee group: Full Time Schedule: 37.5 hrs/wk, M-F Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Institute for Computational Medicine Personnel area: Whiting School of Engineering Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/. Education and Experience Equivalency Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. Applicants Completing Studies Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date. Background Checks The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function. Diversity and Inclusion The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. EEO is the Law https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf Accommodation Information If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitmentjhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/. Vaccine Requirements Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/. The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly. The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office. Hybrid: On-site 3-4 days a week